Objective

This article outlines all elements on the Student Load (LL) file in details, LL file scope and structure. It aims to assist you to understand LL file, so you know how to produce the file from Paradigm and import it into HEPCAT, follow by validating your data.

Complexity: High

Page Contents

1 Objective
2 Assumptions
3 Key terms and concepts
4 Higher Education Student submission guidelines
5 Workflow
6 Further reading
7 Related Pages

Assumptions

The user has entered required data to generate the Load Liability File
The user has an understanding of Element numbers required in HEPCAT reporting / Paradigm
The user has access to HEPCAT to import and validate the HEIMS reports

Key terms and concepts

The Student Load Liability (LL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the Student submission.

Fields on produce LL file page

All Fields Marked with * are required to produce a compliant Load Liability file

Field Name	Brief Overview

Field Name	Brief Overview
Institution*	Select the Institution(s) that the report is being submitted for. If Multiple select as many as required
HEIMS Report*	From the Drop down field select the Collection Year that the report is for
Submission Year*	Enter the Year the submission is for e.g 2018
Period Number	Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
Submission Number*	Within Each Period multiple submissions can be made, select the submission number next in the sequence remembering that the first one for each new year is 1. A Submission will be allocated a number from 3 pieces of data e.g. 2018 1.2 - meaning 2018, period one submission 2
Course Level*	Elicos Postgraduate Undergraduate VET Secondary Non-Award
HEIMS Census Date*	Select the Census date that the EN report is for, Multiple dates can be selected as long as they fall within the Correct reporting period.
Census Date From
Census Date To
Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn
HEIMS Revision Number	Select this number only if producing a LL revision file
Report Mode	Non-Checking Mode Non-Interactive Mode (Files will be emailed) On Screen Summary Mode On Screen Full details Mode

Load Liability File Structure

Element	Element Name	Paradigm Entities	Paradigm Internal Field Names	Default Paradigm field labels	Paradigm Menu Location	Field Type	Default Paradigm Value	Width	Derived Field	Derived Method

Element	Element Name	Paradigm Entities	Paradigm Internal Field Names	Default Paradigm field labels	Paradigm Menu Location	Field Type	Default Paradigm Value	Width	Derived Field	Derived Method
E313	Student identification code	Student	Student No.	studentNumber	Student > Student Details > Edit details	TEXT	N/A	10	-	-
E307	Course code	Base Course	Id	eduProgramId	Courses > Edit Details	TEXT	N/A	10	-	-
E534	Course of study commencement date	Course Enrolment	Start Date	startDate	Student > Course Enrolment > Course	TEXT	000000	6	-	-
E333	Academic organisational unit code	Provider	Abbrev	abbrevName	Providers> Edit Details	TEXT	N/A	3	-	-
E339	Equivalent full-time student unit value	Base Unit	EFTSL Load (UGrad) EFTSL Load (PGrad)	ugradEftsuLoad pgradEftsuLoad	Units > Unit Details > Edit Details	TEXT	0125	10	YES	If program level was set to 'UNDERGRAD', then return the value of EFTSL Load (UGrad) on the base unit level; If program level was set to 'POSTGRAD', then return the value of EFTSL Load (PGrad) on the base unit level.
E354	Unit of study code	Base Unit	Unit Id / Unit Code (s)	eduUnitId / eduOtherUnitId	Units > Unit Details > Edit Details	TEXT	null	10	-	-
E489	Unit of Study Census date	Scheduled Unit	HEIMS Census Date	destCensusDate	Units > Scheduled Unit details > Edit Scheduled	TEXT	000000	8	-	-
E464	Discipline group code	Base Unit	HEIMS Discipline	destDiscipline	Units > Unit Details > Edit Details	TEXT	000000	6	-	-
E329	Mode of attendance code	Course Enrolment	HEIMS Mode of Attendance	destModeOfAttendance	Student > Course Enrolment > Course	SELECT	1	1	-	-
E477	Campus Postcode	Provider	Post Code	postalCode	Providers> Edit Details	TEXT	99999	5	-	Online short courses offered as part of the Higher Education Relief package must be reported with a value of 8999 for element 477 on the Load Liability (LL) file. Providers reporting a relief course must set this new field to "YES" and also set the HEIMS Course Type (e310) with a value of "Graduate Certificate (11)" or "Other undergraduate award course (22)" The default system logic is to use the postcode from the provider associated with the scheduled unit record.
E358	Citizen/resident indicator	Course Enrolment	HEIMS Resident Indicator	destResidentIndicator	Student > Course Enrolment > Course	SELECT_LONG	1	1	-	-
E392	Differential-HECS indicator	Course Enrolment	HEIMS Contribution Indicator	destContributionIndicator	Student > Course Enrolment > Course	SELECT	0	1	-	-
E490	Student Status code	Single unit enrolment	unit_enrolment_destE490	destE490	Student > Summary > Edit single Unit enrolment record	SELECT	null	3	-	-
E384	HECS, OLDPS, PELS, BOTPLS amount prior to exemption	Single unit enrolment	Unit Fee	unit_enrolment_unitFee	Student > Summary > Edit single Unit enrolment record	TEXT	00000	8	-	-
E381	HECS, OLDPS, PELS, BOTPLS amount paid - semester	Single unit enrolment	Upfront Payment	paidUpfront	Student > Summary > Edit single Unit enrolment record	TEXT	00000	8	-	-
E529	Loan fee	Single unit enrolment	HEIMS Loan Fee	destLoanFee	Student > Summary > Edit single Unit enrolment record	TEXT	00000	8	-	-
E488	Commonwealth Higher Education Student Support Number (CHESSN)	Student	CHESSN No.	chessenNo	Student > Student Details > Edit details	TEXT	N/A	10	-	-
E337	Work experience in industry indicator	Base Unit	HEIMS Work Experience Indicator	destWorkExperienceIndicator	Units > Unit Details > Edit Details	SELECT	0	1	-	-
E390	Permanent resident status	Course Enrolment	HEIMS HELP Eligibility	destEligibility	Student > Course Enrolment > Course	SELECT	0	1	-	-
E551	Summer school indicator	Scheduled Unit	HEIMS Summer School	destE551	Units > Scheduled Unit details > Edit Scheduled	SELECT	1	1	-	-
E558	Unit of study HELP Debt	Single unit enrolment	Funding Amount	fundingAmount	Student > Summary > Edit single Unit enrolment record	TEXT	0	8	-	-
N.A.	Filler	-	-	-	-	ASCII_FILLER	-	50	-	-
N.A.	Filler	-	-	-	-	ASCII_FILLER	-	1	-	-

Higher Education Student submission guidelines

Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.

Each record in the LL file must have a unique combination of values for:

Student identification code (element 313)
Course code (element 307)
Academic organisational unit code (element 333)
Unit of study code (element 354)
Unit of study census date (element 489)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488)

Workflow

Warning:

Reports should never be altered directly in the flat file as the structure of the file can inadvertently altered and Corrupted. The files will then not import into HEPCAT. The preferred method of Silverband is to update the information directly in Paradigm and then re - export the reports for transfering into HEPCAT.

Click on the Report tab on the side menu
Click on the HEIMS option in the side menu
Click on the Get Report button next to the Load Liability file (LL) section.
Select the required options as outlined above
Click on the Produce Report button.
If the report contains any warnings, corrections to the Student Unit data is required, return to the Students record, correct the data and re run this report.
Once the data is clean with no error messages export the file, then import it into HEPCAT.

Related Pages

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Paradigm Knowledge Base

Student Load / Load Liability file (LL)